Manage People in ClickUp

/ ClickUp / By

Manage People in ClickUp Workspaces

Use ClickUp to organize every person in your Workspace, from workspace owners and admins to members and guests. This guide explains how to add, manage, and remove people so you can keep access secure and organized.

This how-to covers key concepts like roles, permissions, and sharing so you always know who can see and do what inside your Workspace.

Understand people types in ClickUp

Before you change any settings, it helps to know the different types of people in a ClickUp Workspace and what they can do.

Members and admins in ClickUp

Members are people with full Workspace access who can collaborate across most items, depending on permissions and plan level.

  • Members: Usually team members who need regular access to tasks, Docs, views, and Dashboards.
  • Admins: Members with extended control over Workspace settings, including billing and people management.
  • Owners: The primary account holder(s) with the highest level of control.

On higher ClickUp plans, you may have advanced permission options and extra security controls for these roles.

Guests in ClickUp

Guests are limited users you can invite to specific items without giving them full Workspace access.

  • Great for clients, contractors, or stakeholders.
  • Can be given view-only or edit rights on shared items.
  • Do not see private areas of your Workspace unless explicitly shared.

Guests are ideal when you want collaboration without exposing everything in ClickUp.

Access the ClickUp people settings

To manage people in your Workspace, start from Workspace settings.

  1. Open your Workspace in ClickUp.
  2. Click your Workspace avatar or settings icon.
  3. Select People or the relevant tab for managing users and guests.

From here, you can invite new people, adjust roles, change permissions, and remove access.

Invite new people to ClickUp

You can invite members or guests depending on the level of access needed.

Invite members to ClickUp

  1. Go to Workspace settings > People.
  2. Click Invite or Add people.
  3. Enter the email addresses of the people you want to add.
  4. Choose Member as the role.
  5. Send the invitations.

Once they accept, they become members and can join Spaces, folders, and lists that are shared with them in ClickUp.

Invite guests to ClickUp

  1. Go to Workspace settings > People.
  2. Select the Guests tab if available.
  3. Click Invite guest.
  4. Enter their email address.
  5. Choose the items you want to share with the guest.
  6. Define their permission level, such as view-only or edit.
  7. Send the invitation.

Guests only see the items you share, allowing you to safely collaborate in ClickUp with external partners.

Manage roles and permissions in ClickUp

Roles and permissions determine what each person can see and do in your Workspace.

Change a person’s role

  1. Open Workspace settings > People.
  2. Find the person whose role you want to change.
  3. Use the role dropdown to switch between Member, Admin, or other available roles on your plan.
  4. Confirm the change.

Use admin roles sparingly to maintain control over Workspace-wide settings in ClickUp.

Adjust guest permissions in ClickUp

Guests can be given granular permissions on each shared item.

  1. From the People area, go to the Guests section.
  2. Select a guest to view the items shared with them.
  3. For each item, choose the appropriate permission, such as:
  • View only: Can see but not edit.
  • Comment: Can add comments where allowed.
  • Edit: Can update tasks and content within the shared items.

This fine-tuning helps you maintain control while still collaborating effectively in ClickUp.

Share items with people in ClickUp

Managing people also involves controlling which items they can access.

Share Spaces, folders, and lists

  1. Open the Space, folder, or list you want to share.
  2. Click the Share button or icon.
  3. Search for the member or guest by name or email.
  4. Select their permission level where applicable.
  5. Save your changes.

Use this approach to restrict sensitive areas while keeping shared work visible to the right people in ClickUp.

Share tasks, Docs, and views

  1. Open the task, Doc, or view you want to share.
  2. Click Share.
  3. Add members or guests as needed.
  4. Adjust their permissions, such as allowing editing or limiting to comments.
  5. Apply and close.

This helps you control collaboration on a per-item basis, which is especially helpful when inviting guests to ClickUp.

Remove or deactivate people in ClickUp

When someone no longer needs access, you can remove or deactivate them to keep your Workspace secure.

Remove members from ClickUp

  1. Go to Workspace settings > People.
  2. Locate the member you want to remove.
  3. Open their options menu (often a three-dot icon).
  4. Select Remove or Deactivate, depending on available options.
  5. Confirm the removal.

Removing a member revokes their access to all shared items and prevents them from signing in to that Workspace in ClickUp.

Remove guests from ClickUp

  1. Go to the Guests section under People.
  2. Find the guest you want to remove.
  3. Open their options menu.
  4. Select Remove guest or equivalent.
  5. Confirm your choice.

This immediately stops the guest from accessing items you had shared with them in ClickUp.

Best practices for managing people in ClickUp

  • Use guests for external collaborators instead of full members whenever possible.
  • Review admin roles regularly to keep high-level permissions limited.
  • Audit shared Spaces and lists to ensure only the right people have access.
  • Update roles promptly when team members change position or leave the organization.

Following these practices will help you maintain a clean, secure, and well-structured Workspace as your team grows in ClickUp.

More resources for ClickUp Workspace management

For additional details and any plan-specific limits, review the official documentation on how to manage people in your Workspace on the ClickUp Help Center: Manage the people in your Workspace.

If you need strategic help implementing efficient processes, roles, and organization at scale, consider working with a consulting partner such as Consultevo to optimize how your team uses ClickUp across departments.

Once you understand how to manage people effectively, you can combine roles, permissions, and sharing to create a secure, collaborative environment tailored to your organization in ClickUp.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`